SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT. Environmental Resource Permit Application and Response Submittal Guide

Transcription

1 SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT Environmental Resource Permit Application and Response Submittal Guide Revision Chronology Review Date 09/12/2016 Assigned Reviewer E. Worthington Document ID Effective Date Reason for Change V.1 07/01/2013 Initial Creation V.2 09/12/2016 Updated SOP format and screenshots to correlate with WMIS 2.9.

2 TABLE OF CONTENTS Purpose... 1 Create an Account... 2 Personal Account versus Company Account... 4 Create New Application... 4 Permit Information... 7 General Information... 8 Application Type... 8 Party Information... 9 Project Information...12 Project Description...12 Engineering Worksheet...13 Location Information...14 Attachments...17 Submit and Pay...19 Useful Information...22 Generating a Manifest with an Application Submittal Request for Additional Information or Clarification Letter Correspond with the District Generating a Manifest with a Response i ERP Application and Response Submittal Guide 9/12/2016 Document ID v2

3 PURPOSE The Southwest Florida Water Management District (the District) is authorized by Part IV of Chapter 373, Florida Statutes, to issue Environmental Resource Permits (ERPs) for the construction, operation, alteration, abandonment, or removal of any surface water management system (SWMS). A SWMS may include retention areas, drainage swales, detention ponds, and wetland areas. You may use this portal to apply for a permit and submit the required information electronically. If you are not sure which documents are required for a permit, please use the ERP Search tool to view a copy of a permit and its conditions. (Please note that some older permits are not yet available for online viewing, and those permits would need to be obtained from our public records department.) Much of this information can be submitted online, using the District s epermitting system. Page 1 of 36 ERP Application Noticing Guide for ES 9/12/2016

4 CREATE AN ACCOUNT In order to submit an Environmental Resource Permit (ERP) application through the Southwest Florida Water Management District s epermitting portal you need to become a registered user. Follow the step-by-step guide to create an account: 1. Using Google Chrome, navigate to the District s epermitting Portal at the following address: 2. Click the link. Page 2 of 36 ERP Application Noticing Guide for ES 9/12/2016

5 3. Review the Electronic Transaction Agreement and select I Agree or I Disagree. If you select I Disagree, you will not be able to use the District s epermitting system. Click Next. 4. Enter the required information (*) and click Next. The password must be at least eight characters long. 5. You are now a Registered User. Page 3 of 36 ERP Application Noticing Guide for ES 9/12/2016

6 PERSONAL ACCOUNT VERSUS COMPANY ACCOUNT This account can be a personal account or a company account. Please note that the address that is established with this account will be the recipient of all correspondence from the District, including permits. For some entities, it may be beneficial to have all information routed through one account, with one particular address for dispersion to the appropriate individuals. This type of account would need to be set up as an Organization account with the name and address of the Firm. A single address for the company would need to be provided and all staff should be advised against changing the address, as it would affect all permit applications currently under review. There is an opportunity in the application submittal process for individual engineers to input their name and address. By establishing a single log in for a company it may provide a single stop for all staff to access the applications. There would be a single log in and password for this account. For others, it may be more beneficial to have each individual establish their own account for their own projects. CREATE NEW APPLICATION In order to submit an Environmental Resource Permit (ERP) application through the Southwest Florida Water Management District s epermitting portal, follow the step-by-step guide provided below: 1. Using Google Chrome, navigate to the District s epermitting Portal at the following address: Page 4 of 36 ERP Application Noticing Guide for ES 9/12/2016

7 2. Under Log In, enter your User Name and Password. Click The epermitting home page will allow you to begin a new application, view current applications (submitted and draft), update account information and view the ERP Information Manual, forms, and other supplemental information. 3. To submit a new application, select the New Application link. 4. Enter the Project Name, indicate who you are in regards to the application and click Save. NOTE: The designation you choose should be consistent with the type of account that was established and used to log in for this permit application. For example, if an Individual account established and used for this application, the Engineer should select Engineer/Consultant. If a Company account was used, select Engineer/Consultant Firm. There will be a section to add an individual or company to the record later in the application process. Page 5 of 36 ERP Application Noticing Guide for ES 9/12/2016

8 After clicking Save, you will be directed to the Application Process overview screen. 5. Click Next at the beginning of each step. Page 6 of 36 ERP Application Noticing Guide for ES 9/12/2016

9 PERMIT INFORMATION 1. There are several permit types depending on the scope of the project. Make your selection based on the type of permit you are applying for. If unsure, a pre-application meeting with District staff is recommended. Once you have selected a specific permit application type from the list above, an additional page will display requiring more specific information. This screen will be different for each application type. All application types will allow you to specify which Rule you are applying under. 2. Select the correct permit application type from the list and click Next. This completes the first step of the process. Page 7 of 36 ERP Application Noticing Guide for ES 9/12/2016

10 GENERAL INFORMATION 1. Now that the permit type has been chosen, the next step is to complete the General Information. Click Next. APPLICATION TYPE 2. Click on the appropriate response below. Note: Grandfathered ERPs will only allow the modification option. Exemptions and General Permits will skip this screen completely: Depending on the selection, more information may be required. Page 8 of 36 ERP Application Noticing Guide for ES 9/12/2016

11 PARTY INFORMATION 1. Your account information will populate as a Party, depending on the selection you made earlier. To add additional contact information for the permit application including the Permittee (required), Engineer/Consultant, Engineer/Consultant Firm, and/or other contacts, click Add. Page 9 of 36 ERP Application Noticing Guide for ES 9/12/2016

12 2. Select the Contact Type, Party Type, First Name and Last Name, then click Save. 3. If a Party already exists, you have the option to click on Use Party. 4. If the Party does not already exist, or there is information that is incorrect, click the Use Party Entered box, and then complete the Party Information. Page 10 of 36 ERP Application Noticing Guide for ES 9/12/2016

13 5. Once you have all of the Parties entered, click Next. Note: This would be where you would enter the individual engineer if using a company account or the company information if using an individual account. Page 11 of 36 ERP Application Noticing Guide for ES 9/12/2016

14 PROJECT INFORMATION 1. Provide the required information on the project. Click Next PROJECT DESCRIPTION 2. Provide a description of the proposed project, including any pertinent information for the review of the application. Page 12 of 36 ERP Application Noticing Guide for ES 9/12/2016

15 ENGINEERING WORKSHEET The Engineering Worksheet is optional. However, if you enter any information for a pond, you will be required to complete the Pond Name, Area at Top of Bank, and the Water Quality Type before moving forward. 3. To provide an electronic Engineering Worksheet with the application, click the Add button. A data screen will appear. Add the individual pond data and click Save. You can add as many ponds to the worksheet as necessary. Once complete, click Next to move to the next screen. Page 13 of 36 ERP Application Noticing Guide for ES 9/12/2016

16 LOCATION INFORMATION The Total Land Area is defined using GIS. 1. Zoom to the location by Lat/Long, County, Parcel, STR, Address, or a previous permit number. Enter the criteria or criterion, then click Next. Page 14 of 36 ERP Application Noticing Guide for ES 9/12/2016

17 2. The District s GIS map will populate to the selected area. You will then use the tools to zoom in, zoom out, draw a polygon, or clear the polygon. To pan, left click and drag the map around. Once the boundary is drawn, click Next. 3. Choose to use the Total Land Area as your project area, by clicking Yes. Page 15 of 36 ERP Application Noticing Guide for ES 9/12/2016

18 Or use the previously referenced tools to select/draw the correct project area. 4. Click Next. Page 16 of 36 ERP Application Noticing Guide for ES 9/12/2016

19 ATTACHMENTS Depending on the application type, different attachments are suggested. Attachments indicated with a are suggested in order to complete the review of the application. All documents are optional at the time of application submittal. If the review staff requires additional documents, they will advise you. 1. Use the drop-down menu on the right to select the appropriate document type and click Choose File to locate the document. Once the file is selected, click Add Document. Page 17 of 36 ERP Application Noticing Guide for ES 9/12/2016

20 2. Once the document has been uploaded, the document will appear under the Uploaded Attachments section and will be indicated as satisfied by a. Continue this process until all documents needed to support the application have been uploaded. 3. If a document is uploaded erroneously, you can click the Delete link to remove it and upload a different document. Page 18 of 36 ERP Application Noticing Guide for ES 9/12/2016

21 SUBMIT AND PAY 1. I agree must be checked in the boxes below to proceed. You can also indicate if there is a fee reduction or if you are reapplying for a withdrawn or denied permit. Click Next. You can either select to make the payment at this time, or submit the application and pay later. The application will not be deemed complete until payment has been made. Page 19 of 36 ERP Application Noticing Guide for ES 9/12/2016

22 Pay Now 2. If you choose to Pay Now, you must enter an amount. If you are unsure of the amount, click the HERE link, which opens a permit fees page. Once the amount has been entered, click Pay Now. Page 20 of 36 ERP Application Noticing Guide for ES 9/12/2016

23 3. Select the type of payment and enter the required information. a. To pay by Credit Card, enter the information indicated below. b. To pay by check, you only need to input the account and routing numbers into the system. c. To pay by Receipt, enter the District Receipt Number, Click Next. Submit and Pay Later 4. To submit the application without payment, click Submit and Pay Later. You will have the option of accessing your account and making a payment at any time, or you may send a check into the District Service Office, indicating the Application ID number on the check. Page 21 of 36 ERP Application Noticing Guide for ES 9/12/2016

24 Payment Summary- Receipt of Application 5. Your application has been submitted to the District. You can view and save the application from this page or create the manifest document. USEFUL INFORMATION You can return to any section that has been previously completed. However, all the steps following will look as if they were not finished. The system will store the information previously entered, but you will have to manually click through the steps again. Page 22 of 36 ERP Application Noticing Guide for ES 9/12/2016

25 At any time through the process, you can see the progress of your application on the progress bar to the right of the screen. You can also preview your application at any time as well by clicking the Preview Application link at the top of the page. A separate window will open with your draft application information. Page 23 of 36 ERP Application Noticing Guide for ES 9/12/2016

26 GENERATING A MANIFEST WITH AN APPLICATION SUBMITTAL Once the Application has been submitted, there are certain documents that require signature and seal from a registered professional. In order to meet the requirements, a Manifest document will need to be generated, signed and sealed, and delivered/mailed to the appropriate District Service Office. 1. On the Payment Summary Screen, click on the link. Page 24 of 36 ERP Application Noticing Guide for ES 9/12/2016

27 The following window will open: Page 25 of 36 ERP Application Noticing Guide for ES 9/12/2016

28 2. Only the documents selected to be signed and sealed will appear on the manifest document. Select the Type of Professional from the drop down menu, enter the Professional s name and license number. Select the documents that require the signature and seal of the indicated professional by clicking the Add to Manifest box to the right of the document type. Once all appropriate documents have been selected, click the Generate Manifest button. Page 26 of 36 ERP Application Noticing Guide for ES 9/12/2016

29 3. The Manifest Document will populate with an encrypted code for the specific documents sealed. Print the manifest. Sign and seal the Manifest and submit the manifest to the District via online upload or US postal mail to: Southwest Florida Water Management District Regulation Division 7601 US Highway 301 Tampa, FL This process can be repeated numerous times to generate multiple manifest documents for multiple professionals to sign and seal. Page 27 of 36 ERP Application Noticing Guide for ES 9/12/2016

30 4. If you miss creating the Manifest Document, you can always log back into your account and click the View Application button. Then click the Document link. You will see the below page which allows you to create the Manifest document, view documents submitted, or submit additional information. Page 28 of 36 ERP Application Noticing Guide for ES 9/12/2016

31 REQUEST FOR ADDITIONAL INFORMATION OR CLARIFICATION LETTER Once the application has been submitted and reviewed, a Request for Additional Information letter (RAI) or Clarification of Information letter (Clar) may be ed to you by the District review staff. This letter will be sent electronically to the address indicated at the time of submittal. In order to respond to either letter, follow the steps below: 1. Log into your epermitting Account 2. Select the View Applications link. 3. Select the Documents link next to the permit application in which you need to respond. Page 29 of 36 ERP Application Noticing Guide for ES 9/12/2016

32 Note: The application shown as Draft above has not been submitted to the District for review and can be continued or cancelled (deleted) at any time. CORRESPOND WITH THE DISTRICT 1. Select the type of correspondence you wish to send to the District: Partial Response, Complete Response, or Correspondence. Note: The Applicant Transmittal Form is not required with electronic submittals. Selecting the appropriate response type above meets the requirements of the Applicant Transmittal Form. 2. Click on the appropriate link. Page 30 of 36 ERP Application Noticing Guide for ES 9/12/2016

33 Submit Complete Response was selected for the example below: The only required document for a response is Response to Request for Information for complete responses or RAI/CLAR Partial Response for partial responses. It is recommended that this document include the cover letter and the responses to the RAI/CLAR questions. 3. Select the document type that is being uploaded. Click Choose File to locate the document on your hard drive. Page 31 of 36 ERP Application Noticing Guide for ES 9/12/2016

34 4. Then click Add Document. The document will display in the list of documents uploaded. 5. Once all the documents have been added, click Next to upload the documents to the District s epermitting system. The response has been provided to the District. Page 32 of 36 ERP Application Noticing Guide for ES 9/12/2016

35 GENERATING A MANIFEST WITH A RESPONSE Documents provided with the Response to a Request for Additional Information or Clarification letter may need to be signed and sealed. 1. After uploading the response documents, you will return to the Application page shown below: 2. To generate a manifest, select the link. Page 33 of 36 ERP Application Noticing Guide for ES 9/12/2016

36 3. The following separate window will open: Page 34 of 36 ERP Application Noticing Guide for ES 9/12/2016

37 4. Select the Type of Professional from the drop down menu, enter the professional s name and license number. Select the documents that require the signature and seal of the indicated professional by click the Add to Manifest box to the right of the document type. Note that all the documents associated with the application appear on the list, including those created by the District. You can sign and seal documents that were submitted with the response as well as any documents that were not previously signed and sealed. 5. Once all appropriate documents have been selected, click Generate Manifest. Page 35 of 36 ERP Application Noticing Guide for ES 9/12/2016

38 6. Print the manifest. Sign and seal the Manifest and submit to the District via online upload or US postal mail to: Southwest Florida Water Management District Regulation Division 7601 US Highway 301 Tampa, FL This process can be repeated numerous times to generate multiple manifest documents for multiple professionals to sign and seal. Page 36 of 36 ERP Application Noticing Guide for ES 9/12/2016